The Competent Firm Record Management System (FYK) is a digital platform specifically developed to support competent firms in organizing, recording, and maintaining technical and operational documentation in a structured, systematic, and legally compliant manner.
This system not only facilitates activity monitoring and reporting, but also enhances human resource management, compliance with industry standards, and audit readiness — making the renewal process more efficient and professional.
Streamline record and documentation management for competent firms in a systematic and professional way.
Provide a system that is ready for annual audits and renewal by JKKP.
Ensure continuous compliance with OSH legal requirements and relevant technical standards.
Improve operational efficiency, traceability, and data integrity.
Support digital transformation (cloud-ready) in managing competency and technical safety.
Company Profile
Complete corporate information including registered name, address, company number, business type, and registration details.
Organizational Chart
Comprehensive structure of the company, including departments and reporting relationships.
· Clearly outlines lines of responsibility and reporting.
· Aids in assessing internal management competency.
OSH (Occupational Safety and Health) Chart
Specific structure of OSH within the organization, including Safety Officers and related personnel.
· Demonstrates commitment to OSH management.
· Shows clearly defined OSH roles and responsibilities.
Scope of Competency Approval
Scope of services approved for the competent firm and the duration of approval granted.
Activities/Projects During Approval Period
List of inspection activities or projects conducted during the validity period of the previous approval.
Competent Persons
List of individuals recognized as Competent Persons (OYK) by relevant authorities.
· Ensures that only qualified personnel perform inspections.
· Increases trust in the quality of inspection work.
Inspection Records by Each Competent Person
Detailed records of inspections performed by each individual.
· Facilitates performance evaluation.
· Enhances transparency and integrity in inspection reporting.
Technical Staff List
Details of technical staff involved in supporting inspection activities, including their qualifications and roles.
· Demonstrates the firm has sufficient and skilled manpower.
Quality Management Manual
Outlines procedures and work standards to ensure quality is upheld.
· Builds confidence in the firm’s quality system.
· Serves as a key reference during audits or technical reviews.
Occupational Safety and Health Manual
Policies and procedures related to safety during inspection activities.
· Shows compliance with safety acts and regulations.
· Reduces risk of workplace incidents.
List of Reference Standards
Codes or standards applied in inspection work (e.g. MS, ISO, ASME, API).
· Proves adherence to recognized standards.
· Facilitates review in the event of technical disputes.
Plant and Inspection Equipment Details
Inventory of instruments and equipment used in inspections, including serial numbers and calibration details.
· Demonstrates technical readiness and operational capacity.
· Ensures all tools are certified and calibrated.
Certificates of Recognition
Certificates from JKKP or other relevant bodies recognizing the firm’s or individuals’ capability.
· Validates inspection qualifications.
· Boosts credibility with clients and regulators.
EPF Contribution List
Proof of employee contributions to the Employees Provident Fund (EPF).
· Demonstrates compliance with employment laws.
· Shows worker welfare is protected.
SOCSO Contribution List
Proof of employee contributions to SOCSO for social protection.
· Ensures coverage for technical workers in case of work-related accidents.
Existing SRM modules can be fully integrated with the FYK specific modules to form a comprehensive, structured, and efficient Competent Firm Record Management System. Through this integration, the firm will benefit from core functionalities such as:
Record registration
Document attachment
Statistical reporting
This integration enables holistic monitoring aligned with JKKP regulatory requirements and supports safer, more systematic project management.
The following are 12 key record management types that form the SRM core structure. Each consists of several related modules:
OSH Management Profile
OSH Committee / Safety Team
Hazard Assessment
Worker Training
Audit, Inspection & Monitoring Records
Incident Management
Hazardous Chemicals Handling
Noise Risk Assessment
Plant & Equipment Records
Emergency Response Plan
OSH Supplementary Information
System Administration & Record Control
For Competent Firms:
All records are organized, accessible, and audit-ready.
Saves time in renewal and internal monitoring processes.
Enhances professionalism and standard compliance image.
The FYK system is designed as a practical and scalable platform, tailored to suit firm-specific needs and JKKP expectations. It not only supports the renewal process but also serves as a modern, effective, and digital tool for monitoring the performance and compliance of Competent Persons and technical teams.